ADMINISTRATIVE ASSISTANT
Overview
We are supporting a large, established organisation with the recruitment of an experienced Administrative Assistant to support a busy division within a structured, professional environment. This role is well suited to someone who is highly organised, proactive, and comfortable working with minimal supervision while handling confidential information.
You will play a key role in ensuring the smooth day-to-day operation of the division, supporting senior stakeholders, coordinating documentation, and maintaining effective office systems.
Key Responsibilities
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Manage the direct supervisor's calendar, including scheduling meetings and appointments and coordinating related communications
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Maintain and update a comprehensive filing and correspondence tracking system, including back-ups for audit purposes
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Record and track incoming and outgoing correspondence, ensuring timely follow-up and action
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Prepare and type letters, memos, reports, meeting minutes, and other documents as required
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Prepare presentations and organisational charts when needed
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Operate standard office equipment and provide general administrative support, including answering calls, handling messages, and distributing internal mail
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Act as cover for other administrative staff when required
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Dispatch internal and external documentation in line with divisional requirements
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Maintain strict confidentiality of all documents, both electronic and hard copy
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Monitor and replenish office stationery and supplies, including raising and processing requisitions for approval
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Coordinate administrative arrangements for staff and contractors, including access passes, accommodation, and travel logistics where required
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Support staff with mandatory training coordination and safety equipment requests, liaising with internal departments as needed
Qualifications and Skills
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Bachelor's degree in Business Administration or a related discipline, or relevant professional training in office administration or secretarial studies
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Strong written and verbal communication skills in English
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Ability to work effectively as part of a team and support colleagues when required
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Strong organisational skills with the ability to prioritise workload and meet deadlines
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Comfortable working under pressure and using initiative
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Proficient in standard office software, including word processing, spreadsheets, presentations, and databases
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Knowledge of Arabic would be an advantage but is not essential
Experience
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Minimum of 5 years experience in a clerical or administrative role
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Proven ability to work independently with minimal supervision
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Demonstrated professionalism, discretion, and attention to detail
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Flexibility to support operational needs outside standard working hours when required